Rental Cars

The use of a rental car is more economical than other conveyances and
necessary for accomplishment of WSU business.

Justification

WSU employees may use rental cars when use of the rental car has been
approved in advance by the authorizing official. (See 95.01 and 95.05.)

The University must be able to justify each use of a rental car. The
alternatives to using a rental car may not be as convenient or attractively
advertised; therefore, good judgment and discretion must be used when
approving rental car use.

There are circumstances which may require the unanticipated use of a rental
car. See "Unanticipated Use" below.

Incidental Personal Use

If personal use of the rental vehicle is more than incidental, the traveler
is to keep track of personal time a rental vehicle is used. The traveler
deducts the dollar amount of personal use from any amount owed the traveler.
If the traveler charged the rental car expense on a rental car credit card,
the traveler reimburses the University for the personal use by attaching a
check to the Travel Expense Voucher. The traveler is to make the check out
to Washington State University. (SAAM 10.50.35.e)

State Contract

The preferred sources for rental cars are Enterprise Rent-A-Car and National
Car Rental at a state contract rate, which includes full insurance coverage
for collision/loss or damage. This coverage is often referred to as a loss
damage waiver in rental agreements. See below.

Enterprise Rent-A-Car and/or National Car Rental are located at the main
terminal at most airports. Enterprise Rent-A-Car and National Car Rental provide
rental services at most domestic locations.

The Enterprise/National Corporate Discount/Contract ID number for state
contract services is 45WA000.

Before First Rental

To obtain state contract rates and other benefits, Travel Services advises
employees to enroll in the National/Enterprise Emerald Club prior to making
rental car reservations. To enroll, go to:

When renting from another firm, request the corporate rate. (University
personnel should be prepared to display University identification cards when
requesting the corporate rate.) See below.

The department determines whether or not to purchase loss damage waiver
coverage (collision insurance) when renting a vehicle through a company not
included in the state's rental car contract. If the department does not obtain
this coverage, the department may be liable for damage to the rental
car.

If the department does not obtain liability coverage for a rental vehicle,
the Washington Self-Insurance Liability Fund provides excess coverage for
third-party liability claims, but does not cover damage to the vehicle. The
department is responsible for all repair costs for a rented vehicle if loss
damage waiver coverage is not acquired on the vehicle.

Unanticipated Use

When need for a rental car could not have been anticipated, reimbursement
for the cost of the rental car, plus the cost of collision insurance, may be
allowed, provided:

It is clear that the need could not have reasonably been anticipated, and
no feasible alternative existed as evidenced by a statement in Travel
Details on the Travel Expense Voucher.

A copy of the rental agreement is attached to the Travel Expense Voucher.
(Also attach any gas receipts over $25, if gas is not included in the rental
agreement.)

PAYING FOR RENTAL CARS

University departments and travelers use the following methods, as
appropriate, to rent automobiles:

University Travel Charge Card

A University traveler holding a University travel charge card (see 95.03) may use the card to
rent cars from Enterprise Rent-A-Car and National Car Rental for official
business. The traveler seeks reimbursement on the Travel Expense Voucher
submitted after the trip.

The University travel charge card includes full comprehensive and collision
damage insurance coverage for rental cars. If the traveler pays for the rental
car with the University travel charge card, he or she is to decline the loss
damage waiver insurance.

Personal Resources

A traveler may use his or her own personal resources to purchase the
use of a rental car. See also "Unanticipated Use" above.

If the traveler pays for the rental car with his or her personal resources,
and does not rent from Enterprise Rent-A-Car or National Car Rental, he or
she should purchase the loss damage waiver insurance offered by
rental car company. Unless full insurance is purchased, renters may be
held personally liable for any loss or damage that occurs to the rental
vehicle.

RESERVATIONS

The traveler may use any method for reserving rental cars as long as it is
cost effective and efficient. Make reservations:

Directly with the rental firm at the pick up point; or

By telephone to Enterprise Rent-A-Car reservations at 1-800-261-7331; or
National Car Rental reservations at 1-877-222-9058; or

Online through the Enterprise Rent-A-Car or National Rental Car reservations
websites.

Select Emerald Club;
Log in with Emerald Club member number and password.

Billing Code

When making reservations with Enterprise Rent-A-Car or National Car Rental,
provide the Corporate Discount/Contract ID number 45WA000 or log in
with an Emerald Club member number to ensure proper billing.

Guaranteed Vehicle

The state contract requires that Enterprise Rent-A-Car and National Car
Rental provide a vehicle if reservations are made at least 24 hours in advance.

Vans

Vans and mini-vans may be rented from Enterprise Rent-A-Car and National
Car Rental, subject to availability.

One-Way Drop Charges

Enterprise Rent-A-Car and National Car Rental require at least a seven-day
advance reservation for rentals not returned to the point of origin.

One-way drop charges for Enterprise Rent-A-Car and National Car Rental are
as follows:

Miles

Charge Per Mile

1-25

$ 0.00

26-50

$ 0.00

51-100

$ 0.00

101-250

$ 0.50

251-500

$ 0.50

501-1000

$ 0.25

1001-2000

$ 0.15

Enterprise Rent-A-Car and National Car Rental do not assess drop charges
for one-way rentals, either direction, between the following pairs of cities:

Seattle and Olympia,

Spokane and Pullman,

Portland and Eugene, and

Port Angeles and Seattle.

CHECKING OUT AND USING THE RENTAL CAR

A rental car agreement is prepared by the agency clerk.

Insurance Coverage

Contract Rentals (Enterprise Rent-A-Car and National Car Rental)

The Enterprise Rent-A-Car and National Car Rental contract includes
comprehensive and collision, bodily injury, and property damage liability
coverage. Do not request any additional insurance coverage when
renting from Enterprise Rent-A-Car or National Car Rental.

Non-Contract Rentals

The rental company is required to include bodily injury and property
damage liability coverage for the rental vehicle. Usually, the rental
company does not provide comprehensive and collision coverage for damage
to the rented vehicle.

Renters should obtain full comprehensive and collision coverage
from the rental company if the rental is not being paid for using a
University travel charge card. Unless full insurance is purchased, renters
may be held personally liable for any loss or damage that occurs to the rental
vehicle.

Supporting Account

The departmental budget pays for the comprehensive and collision
coverage.

Driver's License

Show a valid driver's license and provide a home address.

Minimum Age

Under the terms of the state contract, drivers must be at least 18 years
of age to avoid additional fees.

Passengers

Only passengers related to the official business of the travel are
permitted to ride in cars rented by the University. If the traveler makes a
personal decision to transport an unofficial passenger, the state of
Washington does not provide excess liability protection to the unofficial
passenger in the event of an accident. (SAAM 10.50.35.c)

Prohibitions

Under the state contract the rental vehicle may not be used:

By a driver who is under the influence of alcohol or any prohibited
drugs.

For any illegal purpose.

To push or tow another vehicle.

To carry passengers or property for hire.

In a test, race, or contest.

By an unlicensed driver.

By a person other than an authorized driver.

Outside the continental United States, except where such use is
specifically authorized by the rental agreement.

Across international boundaries unless specifically authorized at the
time of rental.

Off paved, graded, or maintained roads or driveways, except when
Enterprise Rent-A-Car or National Car Rental has agreed to this in writing
beforehand.

By a driver who allows more passengers to occupy the vehicle than there
are seatbelts or who does not require all passengers to comply with
applicable seatbelt and child restraint laws.

Gasoline

Be sure the gas tank is full. Do not accept a rental car with a partially
empty gas tank.

The traveler should fill the gas tank before returning the vehicle in order
to avoid additional charges.

To obtain reimbursement for gas purchased for rental cars, return the
receipts to WSU with the Travel Expense Voucher.

STATE CONTRACT SERVICING POLICY

Breakdown

Paid in full by the car rental agency.

Towing Charges

Paid in full by the car rental agency (includes starting and tire changing).

Other Charges

Reimbursement by the car rental agency for other such services is allowed
if the service is included in the rental agreement.

It is recommended that the police are summoned in the event of any
accident, especially if there are any injuries and/or damage to any vehicle
or property that exceeds $50.00.

Record the facts of the accident on the form provided in the rental
jacket.

Call the local Enterprise Rent-A-Car or National Car Rental office
immediately to report the accident.

Make a full written report at the Enterprise Rent-A-Car or National
Car Rental office.

If, after the above steps have been completed, it becomes necessary to
contact Enterprise Rent-A-Car or National Car Rental for further assistance,
telephone a customer service representative at 1-800-264-6350 (Enterprise)
or 1-800-468-3334 (National).